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Office Access 2003Lab 2

Modifying a Table and Creating a Form

Quiz 3: Access Chapter 1

Monday

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Objectives

1. Navigate a large table.

2. Change field format properties.

3. Set default field values.

4. Insert a field.

5. Define validation rules.

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Objectives continued

6. Hide and redisplay fields.

7. Find and replace data.

8. Use Undo.

9. Sort records

10.Format a Datasheet.

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Objectives continued

11.Create a form to simplify data entry.

12.Preview, print, close, and save a form.

13. Identify object dependencies.

14.Add file and object dependencies.

15.Add file and object documentation.

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Concept Preview

• Format Property• Default Value

Property• Validity Rule• Expression

• Find and Replace• Sort• Form

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Outline

• Navigating a Large Table– Moving Using the Keyboard– Moving Using the Navigation Buttons– Moving Between Fields

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Outline continued

• Customizing and Inserting Fields– Setting Display Formats– Setting Default Values– Inserting a Field– Defining Validation Rules

• Hiding and Redisplaying Fields– Hiding Fields– Redisplaying Hidden Fields

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Outline continued

• Finding and Replacing Data– Finding Data– Using Undo– Replacing Data

• Sorting Records– Sorting on a Single Field– Sorting on Multiple Fields

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Outline continued

• Formatting the Datasheet– Changing Background and Gridline Color– Changing Text Color

• Creating and Using Forms– Using the Form Wizard– Navigating in Form View– Adding Records in a Form

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Outline continued

• Previewing and Printing a Form– Printing a Selected Record

• Identifying Object Dependencies

• Setting Database and Object Properties– Documenting a Database

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Outline continued

• Key Terms

• FAQs

• Discussion Questions

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Navigating a Large Table

Total records in table

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Moving Using the KeyboardKeys Effect[Page Down] Down one page

[Page Up] Up one page

[Ctrl] + [Page Up] Left one window

[Ctrl] + [Page Down] Right one window

[End] Last field in record

[Home] First field in record

[Ctrl] + [End] Last field of last record

[Ctrl] + [Home] First field of first record

[Ctrl] + [up arrow] Current field of first record

[Ctrl] + [down arrow] Current field of last record

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Moving Using the Navigation Buttons

Button EffectFirst record, same field

Previous record, same field

Next record, same field

Last record, same field

New (blank) record

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Moving Between Fields

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Customizing and Inserting Fields

• Add and delete fields

• Add restrictions on data

• Define how data will be displayed

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Setting Display Formats

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Concept 1

• Used to specify the way data are displayed and printed

• Does not change the way Access stores data, only the way it is displayed

• Can create a custom format or choose from predefined formats

Format Property

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Predefined Formats Text and Memo Data Types

Symbol Meaning Example

@ Required text character or space

@@@-@@-@@@@

123456789 as 123-45-6789

> Forces to uppercase

smith as SMITH

< Forces to lowercase

SMITH as smith

& Optional text character

@@-@@&

12345 as 12-345

Check page 9

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Concept 2

• Used to specify a value when a new record is created

• Used when most of the entries in a field will be the same for the entire table

• Users can accept this value or enter another value

• Saves time while entering data

Default Value Property

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Setting the Default Value

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Inserting a Field

New field inserted and defined

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Concept 3

• Validation rules• Used to control the data that can be entered

in a field• Expression that defines acceptable data

• Validation checks are done automatically• Validation text

• Message that appears if invalid data is entered

• Can create your own message or use default message

Validation Rules

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• An expression is a formula consisting of symbols.

• Produces a single value

• Create an expression by combining– identifiers– operators– values

Concept 4Expression

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Comparison Operators

Operator Meaning

= Equal to

<> Not equal to

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

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Expression Examples

Expression Result

=[Sales Amount] + [Sales Tax]

Sums value in two fields

=“F” OR “M” Includes F or M entries only

>=#1/1/99# AND <=#12/31/99# Greater than or equal to 1/1/99 and

less than or equal to 12/31/99

=“Workout Gear” Includes the entry Workout Gear only

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Entering an Expression

Expression Error message text

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Valid Entries

Error message appears when an invalid entry is made

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Hiding And Redisplaying Fields

• Hide fields to see more on screen– Choose Format/Hide

• Redisplay hidden fields – Choose Format/Unhide

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Hiding Fields

Street field through phone field is hidden

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Redisplaying Hidden Fields

Hidden fields are not selected

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• Quickly finds specific information

• Automatically replaces value with new information

• Find Command– Locates all specified values in a field

• Replace Command– Finds a value and replaces it with another

Concept 5Find and Replace

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Finding Data

Enter text to find

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Find and ReplaceDialog Box Options

Option Effect

Look in Searches current field or entire table

Match Locates matches

Search Specifies the direction in which the table will be searched

Match case Case-sensitive search

Search fields as formatted

Finds data based on its display format

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Finding Data

Find occurrence of located text

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Using Undo

• Undo will cancel your last action as long as you have not made any further changes

• Can undo if record has been saved by using Undo Saved Record

Original name restored

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Replacing Data

• Search table to find data

• Replace one entry with another

• More efficient than searching one record at a time

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Find & Replace

Replacement text

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• Rearrange a table's records by sorting in a different order

• Sorting helps you find information quickly

• Can sort by a single field or by multiple fields

Concept 6Sort

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Sorting on a Single Field

Ascending order

Sorting options

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Sorting on Multiple Fields

Records sorted by last name and by first name within the

same last name

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Formatting the Datasheet

• Enhance the appearance of the datasheet by applying formatting options

• Can change the appearance of– Cells– Gridlines– Background and gridline colors– Border and line styles

• Datasheet formats affect the entire datasheet

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Changing Background and Gridline Color

Sample of selected background and gridline color

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Changing the Text Color

Adds bold Adds background color

Changes text color

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Concept 7

• A form is a database object used to display records onscreen

• Forms are based on underlying tables

• Include design control elements– Descriptive text– Titles & labels– Lines, boxes, and pictures

• Forms can use calculations

Forms

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A form provides an easy way to enter and display the data stored in a table.

You can see all of the fields in a single record without scrolling.

Form View Design View

- Three types of controls (objects): A bound control: has a data source. Unbound control: no data source, used to display title, label. A calculated control: contains an expression rather than field( +,-, /)

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Form Design View

Click and drag to move Toolbox

Sizing handles

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Form View

Current Record Total Number of Records

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The Form Wizard

• An easy way to create Access forms

• Select fields from underlying table

• Place fields in tab order – the order you want them to appear on the form

• Select layout

• Select style

• Enter a name for the form

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Using the Form Wizard

Fields in selected table

Table to use as source for forms

Specify fields to display in forms

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Select Fields

First field to displayin formAdds all fields to form

Adds selected field to form

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Select Form Layout

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Form Layout Style Description

Columnar Presents data in columns

Tabular Presents data in a table layout

Datasheet Selected data in rows and columns

Justified Presents data in rows

Layout Style

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Form StyleSample of selected style

Form styles

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Enter Name for Form

Enter name for form

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Completed Form

Form view toolbar

Formatting toolbar

View

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Viewing Data

Field data

Field names

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Navigating in Form View

• Use the same navigation keys in Form view that are used in Datasheet view

• Move between fields by using– TAB– ENTER– SHIFT +TAB– The directional keys on the keyboard

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Finding a Record in Form View

Picture displayed in form

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Adding Records in a Form

Use form to enter a new record

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Previewing and Printing a Form

Print Preview displays the view you were using last

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Printing a Selected Record• Display record in

the form

• Click the selector bar to select the record

• Next, select File/Print

Record selector bar

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Identifying Object Dependencies

• A form is an object added to the database

• Many objects are dependent on other objects– A form is dependent on the database table– A form needs a table for content data

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Dependencies from view menu

Object Dependencies task pane

Shows objects depends on the Employee Records table

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Documenting a Database

• Title

• Subject

• Author

• Keywords

• Comments

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File Properties

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Key Terms

• character string• comparison operator• Default Value

property• expression• Find and Replace• form• format

• Format property• identifier• operator• sort• tab order• validation rule• validation text• value

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FAQs1. I typed the name data in lower case in

my table and now I would like the name to be in upper case. Is there an easy way to do this?

2. How do I make sure a certain value is entered in a field?

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FAQs

3. My table is large and I can't see all the fields on the screen. Any suggestions?

4. How does the Undo command work in Access?

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FAQs5. How can I sort on more than one field?

6. How can I enhance the appearance of my datasheet?

7. What is a form and how do I use it?

8. Are forms required in order to view the data and add records in a database?

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Discussion Questions

1. Discuss several different format properties and how they are used in a database.

2. Discuss the different types of form layouts and why you would use one layout type over another.

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Discussion Questions

3. Discuss how validity checks work. What are some advantages of adding validity checks to a field? Include several examples.

4. Discuss the different ways records can be sorted. What are some advantages of sorting records?